Administrative Assistant - Marketing

Reports To:

Head of Marketing

Employment Type: Part\-Time, Hourly

Schedule:25\-30 hrs week (hours M\-Th 9:00a\-3:00p, Fri 9a\-12p)

POSITION SUMMARY:

The Administrative Assistant – Marketing \& Business Development Support will provide backend administrative and creative support to the Business Development and Marketing teams. This role focuses on streamlining team organization, supporting digital content for social media and online presence, coordinating trade show logistics, and leveraging AI\-powered tools to enhance productivity. The ideal candidate will be highly organized, creative\-minded, tech\-savvy, and able to manage database entries, creative asset coordination, and support social content scheduling.

Key Cultural Competencies:

• Highly ethical, honest, and operates from the highest levels of integrity
• Team player with a collaborative spirit and customer service mindset
• Professional in demeanor and appearance, graceful under pressure
• Creative mindset with appreciation for design, visual communication, and content quality
• Tech\-savvy with enthusiasm for leveraging AI tools to improve work efficiency
• Values free enterprise, patriotic
• Interest in aerospace and tactical industries
• High work ethic, self\-motivated, and proactive
• Organized, detail\-oriented, and strong planner
• Positive, energetic, and skilled at building relationships at all levels
• Dedicated, dependable, and loyal
• Flexible, adaptable, innovative, and embraces change
• Lifelong learner committed to professional growth

Key Responsibilities \& Results:

Backend Organization \& Database Management

• Upload, maintain, and update CRM database records in multiple platforms (GoHighLevel, Hubspot) ensuring all client / prospect / lead information and interactions are documented accurately
• Ensure CRM hygiene and data quality standards are upheld
• Upload and organize business card information into databases
• Organize and manage trade show schedules, logistics, and content calendars
• Maintain organized digital filing systems to support team efficiency and information accessibility
• Perform data entry across multiple systems with accuracy and attention to detail
• Streamline backend processes to improve team workflow and productivity
• Database CRM records maintained with high accuracy and completeness
• Task delivery on brand and on time
• Backend processes streamlined to improve team efficiency
• Demonstrated productivity gains through strategic AI tool implementation

Creative Content \& Digital Presence(Supervised)

• Design and own a virtual weekly bulletin board showcasing department updates, achievements, and announcements
• Coordinate / order creative assets including marketing collateral, presentation templates, business card orders
• Supports schedule and coordinate social media content across LinkedIn, Instagram, Facebook, and other platforms
• Assist with content creation for blogs, case studies, email campaigns, and website updates
• Support the development of presentations, product sheets, and sales collateral for digital and print use
• Maintain brand consistency across all materials and communications
• Maintain social content calendars
• Weekly bulletin board and industry updates published on time with engaging, accurate content
• Social media content delivered consistently across all platforms

Trade Show \& Event Logistics

• Coordinate comprehensive logistics for trade shows, conferences, and industry events
• Organize collateral preparation, shipping, and on\-site materials for events
• Organize trade show schedules and timelines to ensure smooth execution
• Support pre\- and post\-event marketing activities including promotional materials and follow\-up coordination
• Coordinate and organize logistics for BD site visits as needed
• Support travel arrangements for business development and marketing teams
• Track event\-related expenses and vendor communications
• Trade shows and events coordinated successfully with proper materials, logistics, and timelines

Qualifications:

• US Citizen
• 2\+ years of experience in administrative, marketing, or business development support roles
• Willingness to use AI tools for content creation, productivity, or creative work
• Proficiency with Microsoft Office Suite
• Strong organizational skills
• Exceptional written and verbal communication skills
• Ability to work independently and manage multiple priorities

Skills and Attributes:

• Highly organized, proactive, and detail\-oriented with focus on quality and accuracy
• Tech\-savvy with enthusiasm for learning and implementing new tools, especially AI applications
• Ability to work cross\-functionally and support diverse teams in Marketing and Business Development
• Experience with CRM systems are a plus
• Experience with social media platforms and scheduling tools are a plus
• Experience with design tools (Canva) or willingness to learn
• Experience coordinating trade shows, events, or business travel is a plus
• Excellent time management and ability to juggle multiple priorities simultaneously
• Strong problem\-solving skills and resourcefulness in backend operations
• Professional communication style adaptable to different audiences
• Self\-starter who takes initiative to streamline processes and improve efficiency